CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 21-128, Emergency and Amber Lighting and Related Equipment, to Fleet Safety Supply, Inc. for an amount not to exceed $155,000 and a total award of $380,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 21-128 to Fleet Safety Supply, Inc. on April 7, 2021, for a one-year term from April 1, 2021 to March 31, 2022, with four one-year options to extend.
The purpose of this contract is to procure replacement and installation components such as emergency lighting and devices, storage and partitions, and laptop docking stations. The Department of Public Works - Fleet Services Division, provides in-house vehicle upfitting services for the City’s fleet. By working with City departments, the Fleet Services Division can standardize vehicle upfitting based on operational, safety and regulatory needs.
On February 6, 2024, the City Council awarded Option Year #3 from April 1, 2024, through March 31, 2025.
DISCUSSION:
This Change Order is requested to add funds to pay 2024 invoices that total $91,000, and to pay 2025 invoices for roughly $64,000 for anticipated component needs through the end of the contract term. Unreliable vehicle and component orders and longer delivery lead times led to an increase in new vehicle builds in 2024. Additional components were also added to vehicles to improve functionality and safety. For example, push bumpers added to police vehicles have decreased vehicle damage resulting from front-end collisions, reducing autobody repair expenses.
FISCAL IMPACT:
CIP#: Various
Emergency and amber lighting and related equipment are expensed to the Equipment Parts and Vehicles and Equipment accounts listed below. Repair parts are often expensed to the Equipment Parts account in the General Fund. Items purchased to upfit new and replacement vehicles are expensed directly against the proper CIP. Expenses associated with this award will be realized in both 2024 and 2025 as final invoices from 2024 are still being received. The requested change order of $155,000 can be accommodated within the budget due to underspending in other accounts within the budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-541402 |
General Fund |
$932,000 |
|
*2200-551505 |
Capital Projects Fund |
$5,867,433 |
|
40251300-551505 |
Electric Utility Fund |
$2,274,316 |
|
41251500-551505 |
Water Utility Fund |
$1,500,600 |